Job description and person specification
Job Title: Company Secretarial Assistant – 12 months FTC
Division: Finance
Key Relationships: Beazley Board Directors (Subsidiaries), Executive Committee.
Job Summary: To support the Corporate Governance team in running an effective and
efficient administrative and secretarial function for the Beazley group.
Key Duties and Responsibilities:
Company Secretarial
- Provide complete and accurate administration services to the Corporate Governance team
including: maintaining the entity management system, filing forms with Companies House,
managing the team email account, dealing with routine correspondence and enquiries,
maintenance and updating of departmental logs - Organise meetings as instructed including scheduling dates and logistics
- Coordinate the production of Board and Committee packs on Board Intelligence in
accordance with the agreed timelines, including the drafting of agendas, paper requests and
skeleton minutes - Maintain the Board and Committee agenda plans
- Manage the Board and Committee action logs on a timely basis
- Prepare meeting packs for the team prior to meetings
- Manage the company secretarial calendar including scheduling team meetings and setting
reminders for key events - Ensure Beazley Group Company and Committee minute books are complete and up to date
- Maintain the statutory books and records of various Beazley companies and ensure all
statutory returns are completed accurately and in a timely manner - Take the initiative to identify and resolve problems as they arise to facilitate the smooth
running of the team - Support the Group Company Secretary and other members of the team as directed
Manage ad hoc tasks/projects as requested by the team
General
- At Beazley we are committed to doing the right thing because it is the right thing to do. It is important that within all your interactions both internally and externally you adhere to this principle through adoption of Beazley’s core values and behaviours and Being Beazley.
- Adopt the Beazley culture that contributes to an internal environment of teamwork and
promote a positive brand image and experience to our external customers.
- Comply with Beazley procedures, policies and regulations including the code of conduct.
Undertake training on Beazley policies and procedures as delivered by your line manager, the
People and Sustainability team or assurance teams (compliance, risk, internal audit) either
directly, via e-learning or the learning management system.
- Display business ethics that uphold the interests of all our customers.
- Ensure all interactions with customers are focused on delivering a fair outcome, including
having the right products for their needs. - Comply with any specific responsibilities necessary for your role as outlined by your line manager, the People and Sustainability team or assurance teams (compliance, risk, internal audit) and ensure you keep up to date with developments in these areas. This may include, amongst others, Beazley’s underwriting control standards, Beazley’s claims control standards, other Beazley standards and customer relationship management.
- Carry out additional responsibilities as individually notified, either through your objectives or through the learning management system. These may include membership of any Beazley committees or working groups.
Personal Specification:
Essential Criteria
- Experience with interacting at Executive level
- Experience with production of Board and Committee packs
- Experience with calendar and meeting management
Education and Qualifications
- Willingness to work towards a chartered secretarial qualification is desirable
Skills and Abilities
- Excellent attention to detail
- Able to communicate effectively with others, both verbally and in writing, ability to be able to
listen - Ability to be adaptable to changing circumstances
- Able to manage uneven workload and respond quickly to ad hoc queries from the business
- Strong organisational skills
Aptitude and Disposition
- Outcome focused, self-motivated, very flexible and enthusiastic
- Professional approach to successfully interact with senior management /colleagues/ external
suppliers - Diplomatic
- Able to work as part of a team and use own initiative
